How to Restore the Send a Copy Option in Excel and Outlook
Question details
Users need an alternative way to restore or access the Share a copy command in Microsoft Office applications because it is missing for cloud-based files.
- Product
- Microsoft Excel, Microsoft Outlook
- Device & OS
- not provided
- Scenario
- Attempting to share or send a copy of a cloud-based Excel workbook through Outlook.
- Observed behavior
- The option to share or send a copy is no longer visible for cloud-based files, though the functionality still remains available for local files.
Verify whether your Excel workbook is saved locally on your device or in the cloud (such as OneDrive or SharePoint), as Microsoft changes default sharing layouts based on the file's save location.
Add the Send Command to the Quick Access Toolbar
This method manually adds the email function to your top toolbar, bypassing the missing menu option and allowing you to send a copy of your workbook instantly.
By adding the Send command directly to the Quick Access Toolbar, you regain the ability to send your file as a physical attachment regardless of whether it is saved locally or in the cloud.
Click on 'File' in the top-left corner of the Excel window, then select 'Options' located at the bottom of the left-hand menu.
In the Excel Options dialog box, click on 'Quick Access Toolbar' in the left-hand navigation pane.
Under the 'Choose commands from' dropdown menu, select 'All Commands'. Scroll down the alphabetical list until you find the command named 'Send to Mail Recipient' or 'Send'.
Select the command and click the 'Add >>' button to move it to the right-hand column. Click 'OK' to save your changes. The email icon will now permanently appear at the top of your Excel window for quick access.
Use WPS Office for Hassle-Free Spreadsheet Sharing
Avoid missing features and changing menu layouts caused by Office updates. WPS Office is a free, lightweight suite that offers built-in, intuitive file sharing tools and full compatibility with Microsoft formats, ensuring a seamless workflow whether your files are local or in the cloud.
- 1. Open your Spreadsheet in WPS Office: Launch the WPS Spreadsheet application and open the file you wish to send as an email attachment.
- 2. Access the Share Menu: Click on the 'Share' button located in the top right corner of the application interface.
- 3. Select Email Attachment: Choose the 'Email' option. WPS Office will automatically attach a copy of the current document to a new draft in your default desktop mail client.
Frequently Asked Questions
Why did the 'Send a Copy' option disappear in Excel?
Microsoft frequently updates the Office interface, often prioritizing cloud-link sharing (OneDrive/SharePoint) over sending physical file attachments. This update hides the traditional 'Send a Copy' option when working with cloud-based files.
Can I customize the Quick Access Toolbar in Outlook as well?
Yes, you can customize the Quick Access Toolbar in Outlook, Word, and PowerPoint using the exact same steps. Simply go to File > Options > Quick Access Toolbar in the respective application.
Does the 'Share a copy' option still work for local files?
Yes. The 'Share a copy' or 'Send as Attachment' options generally remain visible and functional under the Share menu as long as the file is saved directly to your computer's local hard drive.
